Legal
Privacy Policy
This policy explains how SquareCode UK Limited, trading as WellNear, collects and uses personal information when you use WellNear.
Last updated
WellNear is a trading name of SquareCode UK Limited.
Who we are
The data controller for WellNear marketplace information is:
SquareCode UK Limited trading as WellNear
128 City Road
London
EC1V 2NX
United Kingdom
Company number: 17298176
Email hello@wellnear.co.uk to exercise a data-protection right.
Scope of this policy
This policy covers the WellNear website, customer accounts, directory listings, supported bookings, reviews, favourites, support messages and related cookies. It does not replace a practice’s own privacy notice for treatment records held in CliniForm.
Information we collect
- Name and contact details you give us (email, and mobile if you provide it)
- Account credentials held through the CliniForm identity service used to sign customers in
- Booking and appointment details, including the service, time, location, reference and any guest details
- Practice or listing submissions and claim requests
- Reviews linked to a completed WellNear booking, including rating, optional comments, visit month, moderation status and fraud-prevention signals
- Favourites you save
- Search and location information you enter, and approximate coordinates if you choose “Use my location”
- Support correspondence sent through the contact form
- Device, log and security information needed to run and protect the site
- Cookie and similar identifiers described in the Cookie Policy
- Payment-related status or references on a booking, not payment-card numbers
- Marketing preferences if you opt in
WellNear does not store clinical notes, consultation questionnaires or video sessions. Those remain in the practice’s CliniForm records where the practice uses them.
Information received from public sources
Some practice listings are compiled from publicly available business sources, including OpenStreetMap tags and information published on practice websites. Typical fields include a business name, address, website, phone number, opening hours and category.
We publish that information so people can find local services. The lawful basis we rely on for this directory use is legitimate interests in operating a public UK directory of businesses that already present themselves to the public.
Public availability does not always mean information can be reused without assessment. If you are an owner or an individual named on a listing, you can ask us to correct it or object. Disputed personal information may be hidden, annotated or removed while we consider the request.
Information received from practices and CliniForm
CliniForm is the practice software connected to WellNear. Practices use it to manage diaries, team members, services and, where they take card payments, payment tools.
When you create a customer account or book, WellNear uses a CliniForm identity record so you can sign in and so a confirmed booking can be written into the practice diary. After a booking, WellNear may store a practice-link record that shows your customer account is linked to that practice’s CliniForm client reference. Linking does not give WellNear access to clinical notes.
SquareCode UK Limited is the controller for WellNear marketplace pages, customer accounts stored for WellNear, reviews, favourites and support messages. Practices are controllers for the treatment they provide and for client records in CliniForm. Some identity and booking details are shared so the appointment can exist in both places.
How we use personal information
The table below describes the processing we can verify from the current application. Where a retention period is not yet fixed in a deletion job, we say so rather than inventing a number.
| Purpose | Information used | Lawful basis | Who receives it | Retention |
|---|---|---|---|---|
| Provide search and listing pages | Search queries, location text or coordinates you submit, listing content | Legitimate interests | WellNear. Map tiles may be requested from OpenStreetMap when you open a map | Search queries are not stored as a customer profile. Location can be kept in the session if you set it. |
| Create and run a customer account | Name, email, mobile, password handled via CliniForm identity, marketing and distance preferences | Contract | WellNear and the CliniForm identity service | For as long as the account remains open, then until a deletion request is completed. |
| Make and manage a booking | Guest or account details, service, time, location, policy snapshot, payment status | Contract | WellNear, the practice via CliniForm | For the life of the booking record and any linked review. |
| Respond to support messages | Name, email, topic, subject, message, optional booking reference or listing URL | Legitimate interests, or consent where you submit the form | WellNear support inbox | Stored as a support record with a reference. |
| Publish booking-linked reviews | Review scores and comments, first name as shown | Legitimate interests / contract | Published on WellNear; visible to visitors | Until the review is removed or the listing is removed |
| Save favourites and distance unit | Favourite listings; miles or kilometres | Legitimate interests, or preference consent for the distance cookie | WellNear | Until you change or delete them |
| Send optional marketing | Email address and opt-in flag | Consent | WellNear | Until you withdraw consent in your profile or by contacting us. |
| Protect the service | Security logs, hashed IP on support messages, rate-limiting data | Legitimate interests | WellNear | |
| Publish unclaimed directory listings | Public business information | Legitimate interests | WellNear visitors | Until corrected, claimed or removed |
| Measure site use with Google Analytics | Online identifiers, device and usage data collected by Google Analytics cookies | Legitimate interests | Google, acting as a processor for this measurement | Google Analytics cookies last up to two years, or until you clear them |
| Measure advertising with Google Ads | Online identifiers and usage data collected by Google Ads conversion cookies | Legitimate interests | Google, acting as a processor for this measurement | Google Ads cookies last up to 90 days, or until you clear them |
Lawful bases
Depending on the activity we rely on contract (to provide an account or booking you asked for), consent (marketing and optional cookies), legitimate interests (directory, security, support, some listing publication), and legal obligation where we must keep or disclose information. Rights such as erasure and objection depend on the basis that applies.
Booking information
A booking includes the people named at checkout, the practice, service, time, reference, price snapshot and cancellation-policy snapshot. Guest bookings store the email and name you entered even if you do not create an account. Payment-card details are not stored on WellNear.
Account information
A customer account stores your name, email, optional mobile, marketing opt-in, location-personalisation opt-in and distance unit. You can update these in your profile. Passwords are not stored on the WellNear user record; sign-in uses the CliniForm identity service. There is not yet a self-service data-export or one-click delete button. Email hello@wellnear.co.uk to request access, correction or deletion.
Contact and support enquiries
Messages sent through the contact form are emailed to hello@wellnear.co.uk from a WellNear address, with Reply-To set to your email, and stored with a reference. Privacy-topic messages are labelled internally as a data/privacy enquiry. Safety-topic messages are given elevated internal priority. Do not send medical notes, passwords or full card numbers.
Reviews and user content
WellNear collects a rating and optional written comments only when a customer is eligible after a completed WellNear booking. We store the customer account, the practice, the booking used for verification, optional service and professional, visit date, language, moderation status and timestamps. We do not publish the reviewer’s email, surname in full, booking reference, clinical notes, consultation information, medical conditions, internal booking notes or payment information.
The public display name is the customer’s first name and surname initial, or another privacy-safe name. Reviews are labelled “Verified booking” because the booking was completed through WellNear, not because we verified a medical outcome.
We use content checks, reports and fraud signals (including booking ownership, unusual volume and reused identifiers) to prevent fake reviews. Signals support human review; shared households or networks are not treated as proof of fraud on their own. A claimed practice may publish one response. Customers can edit or remove a public review. We may retain a non-public copy of previous versions, reports and fraud records for a reasonable period to meet legal duties, handle appeals and investigate abuse, even after a review is removed from public display.
Report a review from the listing or via the contact form. If we take material action we will notify the customer, and the practice where appropriate.
Location and geolocation
You can type a town, city or postcode. “Use my location” asks the browser for coordinates only when you choose that button. We do not continuously track your device. Approximate coordinates may be used to sort nearby results for that visit.
Marketing communications
Registration and your profile include an optional marketing opt-in. We will not use that flag to send marketing unless you have opted in. You can turn it off in your profile. This is separate from transactional messages such as a contact-form acknowledgement.
Analytics and advertising
WellNear loads Google Analytics on every page to measure aggregated use of the site, and Google Ads conversion measurement so we can see which visits come from ads. See the Cookie Policy.
Cookies and similar technologies
Essential cookies run the session, protect forms and store your cookie choice. Preference storage is optional. Details are in the Cookie Policy.
Who information is shared with
- The practice you book with, through CliniForm, so the appointment can be fulfilled
- The CliniForm identity service for customer sign-in
- Email delivery of support messages to hello@wellnear.co.uk, using the transactional mailer configured for WellNear
- Visitors to WellNear, for public listing content and published reviews
- OpenStreetMap when you view a map
- Google, for Google Analytics measurement and Google Ads conversion measurement
- Professional advisers or authorities if the law requires it
International transfers
WellNear is offered from the United Kingdom. Google may process Google Analytics measurement data outside the UK, including in the United States. If another processor stores information outside the UK, we will describe that transfer here once the production hosting and email providers are confirmed.
Retention
We keep information only as long as needed for the purposes above, including bookings, reviews, support records and legal claims. Automated deletion jobs are not yet documented in the application for every category. When you ask us to delete an account we will remove or anonymise WellNear customer data unless we must keep it (for example a booking the practice still needs, or a legal hold).
Security
WellNear uses HTTPS, CSRF protection on forms, hashed support IP addresses, rate limiting on sensitive forms, and session cookies. We do not claim ISO certification, a named DPO, or other controls we have not implemented. No method of transmission is completely secure.
Children and bookings for another person
WellNear is not aimed at children creating their own accounts. If you book for another person you must have a right to give their details. Do not submit a child’s medical information through WellNear forms.
Automated decision-making and profiling
WellNear does not use automated decision-making that produces legal or similarly significant effects about you. Search ranking uses the filters and location you supply, not a hidden credit-style score.
Your UK data-protection rights
Depending on the circumstances and lawful basis, you may have rights to:
- Access
- Rectification
- Erasure
- Restriction
- Objection
- Portability
- Withdraw consent
- Complain to the ICO
Email hello@wellnear.co.uk to exercise a data-protection right. Use the privacy topic on the contact form if you prefer.
Complaints and the ICO
You can complain to the UK Information Commissioner’s Office. The ICO is at:
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
https://ico.org.uk (opens in a new tab)
Make a complaint to the ICO (opens in a new tab)
Helpline 0303 123 1113 (ICO, not WellNear)
Changes to the policy
We will update this page when our processing changes. The last-updated date appears at the top.
Contact
Email hello@wellnear.co.uk or write to the registered office above.